Overview

This process is responsible for automatically sending your student documents (images and PDFs) over to the StudentForms application.  There is no action required from the student once the document has been imported into our system.  Whenever they would receive a requirement for an imported document, then the requirement would be auto completed. The document is treated as a normal upload and can be reviewed and acted upon just like any normal document in the system.  This is useful if you already have documents for a student and would like to make them available to the student inside StudentForms without having the student provide the document again.



The Index File

The automated process takes in a CSV file, which will be referred as the index file, that tells us how to handle each document that will be uploaded.  This file can either have .txt or .csv extension.  Each student document that will be uploaded is assumed to be located in the same directory as the index file.  The file contains 1 row per document (see Note below) and contains metadata for the document to be uploaded.  There are 4 required columns per row:


  • Student ID or Social Security Number - The ID of the student that this document belongs to.  Can be substituted for a social security number if configured using CL Connect.
  • Document Name - This indicates the type of document that will be uploaded (eg.  Tax Transcript).  This must be an exact match to a document in the StudentForms application. You can use either the Student Verification name or you can make your own name in the settings.  Click here to review the Document Naming/Mapping process in StudentForms.
  • File Name - This is the name of the physical file that will be uploaded. This must include the extension of the file. Only the following extensions are allowed to be uploaded: .bmp, .jpg, .png, .pdf
  • Award Year - Optional (the data is optional but the header is required).  Indicates the year that this document is for.  If blank, then it's assumed the document is a lifetime document and can satisfy a requirement in StudentForms for any year. Otherwise, the document will only satisfy a requirement that matches the award year.  The following formats are accepted, assuming a year of 2016-2017: 
    • 16
    • 1617
    • 2016
    • 16-17
    • 16/17
    • 2016-2017
    • 2016/2017


Here is an example file with 1 row, opened in Excel:




Configuration

Before proceeding, you should configure CL Connect. Click here for more information.



Processing of the files

Once configured, all you have to do is drop your files in the Import Path you specified, and CL Connect will take care of the rest.  After some time, it should finish, and the index file will be moved to the archive folder along with any documents that were processed successfully.  If any documents failed, then they will not be moved.  Any failures are stored in a CSV file of the same format with an additional column, "Failure Reason", which indicates why the document failed to process.  This failures files will be created in the archive folder with same name as the index file, but with .failiures appended as the extension.


The maximum size of files that can be imported is 20 MB.  Documents that contain multiple pages allow for larger file sizes since each file processed can be up to 20 MB in size. 

 


A note on the images/documents uploaded:

This process does require one document per row in your csv file. Meaning if you have 100 students in your file, you need to upload 100 documents. These do not have to be the exact same documents your students already submitted to your office. Most schools will create a 'dummy' file to load into our system that has a general note for the user if they see the document in StudentForms.

As an example, you can create a PDF file that says "This document has already been collected by the Financial Aid office. Please contact us if you have any questions". You can then copy that PDF X number of times to match the number of rows in your index file.


Here is an example of the failures file contents with 1 failure:


Student ID,Document Name,File Name,Award Year,Failure Reason 

A000000,Pell Overpayment Resolution Letter,image.jpg,,The award year is not in a valid format.